How do I compare the real monthly cost of two schedulers for a 3-person crew?
Short answerBuild the same bill for both: the plan price at three users, then each add-on you would switch on, then usage for texts and AI, then card fees. Add each column and compare the totals. On Apex the plan line for three users is $99 before usage and add-ons.
The explanation
Start with one set of assumptions and use it for both tools. Write down your jobs per week, the texts each job produces, the AI phone minutes you expect, your monthly card volume, and which features you need, such as online requests or a customer portal. If the assumptions differ between tools, the comparison means nothing.
Then fill in each line from a source you can point to. Take vendor numbers only from the vendor's own pricing page or a written quote, with the date you read it. Ask which tier covers three users and which of your needed features sit in that tier. If a figure is not published, write not published and ask for it. Never fill a blank with a guess.
Finish with a growth test. Recompute both columns at five users and at eight. On Apex, five users is $99 and eight is $149. Add one-time costs such as setup help, and add your own hours at what they are worth. The tool with the lower total at your real size and your near-term size is the cheaper one for you.
| Line | Apex | Other scheduler |
|---|---|---|
| Plan price at 3 users | $99 | From the vendor's page or quote |
| Texts | Own provider account, or wallet at $0.025 per text sent | From the vendor |
| AI features | Own AI account, or optional pack at $29 | From the vendor |
| Card processing | The processor's own rate | From the vendor |
| One-time setup | Optional guided onboarding at $199 | From the vendor |
| Plan price at 8 users | $149 | From the vendor's page or quote |
How Apex does it
In progress
Part of this is built. The rest is not. Status as of 2026-10-07; the badge shows the least-built feature involved.
Apex's plan line for any headcount from one to fifty follows a published formula, and usage sits on its own lines: texts and AI on your own provider account or the wallet, and card fees at the processor's rate.
- AD08No per-user fees(In progress)
Apex Flow Scheduler is in early access. See how we label status.
More questions
How many texts per job should I assume?
Count your own messages: a confirmation, a reminder, an on-the-way note and a reply or two. That gives a starting estimate per job, which you can correct after a month of real use.
Should I include my own setup time in the comparison?
Yes. Estimate the hours each tool needs to set up and learn, and value them by what an hour of your time is worth. A tool with a higher price that takes a day less to learn can come out ahead.
What if a vendor will not publish its price?
Write not published in that cell and ask for a written quote at three users. Compare only once you have the quote, and note the date you received it.
More pricing explainers
- Why does per-user pricing add up, and how do I work out my real monthly cost?
- What does a text message cost, and why are texts not included in any plan?
- How does a prepaid wallet work, and why does it stop at zero?
- What does bring-your-own AI mean for what I pay?
- Does annual billing save money, and when should I choose it?
- What does the 14-day free trial include, and what stays off?